Essential Reports Every Manager/Owner Should Know About
Hotel managers and owners rely on key reports from Visual Matrix to track daily operations, monitor financial performance, and make informed decisions. With over 120 reports available in the PMS, it’s important to focus on those that significantly impact daily operations, forecasting, and financial reconciliation. Click on each report title to access its dedicated article.
Reservations, In-House Guests, Occupancy Forecast, and Historical Overview
This section emphasizes essential reports for tracking reservation activity, monitoring in-house guests, and forecasting occupancy. These reports provide crucial insights into daily operations and guest management, enabling managers to stay informed on booking trends, occupancy levels, and potential revenue. Regularly reviewing these reports helps ensure smooth front-office operations, accurate billing, and proactive planning.
Reservation (Res) Modification (Mod) Log Report [Front Office - Supervisor]
This report captures any changes made to reservations, including modifications to past-date reservations, cancellations, and pending bookings.
Why it’s important: It allows managers to track alterations, ensuring that all modifications are accounted for and help identify if corrective action may be needed for overbookings or miscommunications.
Reservation (Res) by Operator Report [Front Office - Supervisor]
Displays the booking, modification, and cancellation activity of hotel staff, including package bookings.
Why it’s important: This report provides oversight of staff booking activity, helping management understand team performance and areas for training on reservation management.
Rate Override Report [Front Office - Supervisor]
Shows instances of rate overrides and the responsible staff members.
Why it’s important: By tracking rate adjustments, managers can assess pricing consistency and detect potential revenue loss, ensuring that policies are being followed.
In-House Guests [Front Office]
Offers views of current in-house guests and important details such as balances and groups that are still active.
Why it’s important: This report helps prevent double charges and ensures checked-out folios are balanced, crucial for operational and financial integrity.
Print the In-House Guest Report each night following the audit to compare its balance with the Guest Ledger balance in the Night Audit Daily Report.
Hotel Status [Management]
A snapshot of daily and previous day’s occupancy and revenue metrics.
Why it’s important: It gives a quick view of daily operational performance, helping managers stay on top of occupancy rates and ADR (Average Daily Rate).
Occupancy Forecast [Management]
Provides a projection of expected occupancy.
Why it’s important: Essential for staffing, inventory, and rate management, this report helps with preparing for high or low-demand periods.
Statistic Recap [Management]
Summarizes monthly statistics, including occupancy, ADR, and RevPAR (Revenue per Available Room), with a year-over-year comparison.
Why it’s important: It offers a clear view of current performance against the prior year, informing decision-making and trend analysis.
Financial Summaries & Reconciliation Reports
This section focuses on financial reconciliation, end-of-day balances, and operator activity. These reports are crucial for monitoring revenue, ensuring tax compliance, and identifying any variances that need attention.
Summarizes revenue metrics like occupancy forecast, total revenue, and ADR.
Why it’s important: Provides a forward-looking view of revenue performance, aiding in budgeting and financial planning.
Revenue Summary Report [Management]
Shows revenue by sub-category.
Why it’s important: It allows managers to see detailed revenue streams, useful for analyzing performance across different departments or offerings.
Daily Report [Accounting - Nigth Audit]
Recaps hotel statistics, revenue by department, and YTD vs. last year comparisons.
Why it’s important: This comprehensive report consolidates daily operations, providing an essential snapshot of performance and any variances needing attention.
Displays revenue totals, tax amounts, and tax exemptions.
Why it’s important: Helps ensure tax compliance and provides a breakdown of taxable versus non-taxable revenue.
Tax Exempt Report [Accounting - Nigth Audit]
Shows exempted revenue, tax amounts, and exemption types.
Why it’s important: Useful for validating exemptions and verifying accurate reporting to avoid compliance issues.
Credit Card Batch Report [Accounting - Nigth Audit]
Lists credit card transactions and their settlement status.
Why it’s important: Verifying that all credit card transactions are settled helps prevent potential revenue loss.
Discount Code History Report [Sales and Marketing]
Displays revenue and ADR associated with each discount code.
Why it’s important: Helps assess the effectiveness of discount promotions and pricing strategies.
City Ledger Accounting AGING Report [Accunting - City ledger]
Displays outstanding balances for each City Ledger account, segmented in 30-day intervals. This report helps identify overdue balances, prioritize collections efforts, and provides an organized view of aging accounts for effective financial management.
Why it’s important: Ensures timely collections, and comparing the AGING balance with the Daily Report’s City Ledger balance verifies accuracy.
Print this report right after the night audit to verify that the AGING balance matches the City Ledger balance in the Daily Report.Summarizes deposits by payment method and day.
Why it’s important: Assists in reconciling daily deposits and verifying end-of-day cash handling accuracy.
Operator Cash Out Report [Front Office]
Provides insights into payments processed by each operator.
Why it’s important: Crucial for tracking individual transactions and maintaining accountability among front office staff.
Advance Deposit Report [Front Office - Supervisor]
Lists reservations with advance deposits.
Why it’s important: Facilitates tracking of pre-paid bookings, ensuring deposits are accurately managed and reconciled.
Print this report immediately after the night audit to confirm that the Advance Deposit balance aligns with the Advance Deposit Ledger balance in the Daily Report.
It’s essential to review your primary reports before the close of your fiscal year (typically December 31), as once January 1 arrives, Visual Matrix cannot correct any errors or discrepancies that could have been resolved with a data rebuild. Ensuring accuracy ahead of the new year helps you maintain a reliable record and avoid potential issues in your financial reporting.
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